Office Manager / Mozambique

Purpose of Job / Role Intent:

This role is responsible to provide a professional Office Management and administrative support system for our Client´s Maputo Office and support all of their Business in Mozambique.

Required entry Qualifications:  

• Grade 12 or equivalent
• Tertiary qualification in Administrative or Behavioural or Business Sciences will be an advantage

• Required entry Years of relevant experience:
• 3 years relevant administrative experience

Key accountabilities

Office Management:

• Office Management – plan, coordinate & managing office activities
• Office Logistics – Stationery, Refreshment & Catering Management and Admin
• Office Cleaning – office cleaning & managing the cleaners
• Procurement – Office Supply (Interface with relevant contractors when needed)
• Stock Control – stationery, sundries, assets & IT equipment
• Office maintenance – General Office maintenance, Interface with relevant contractors (Aircon, Lights, hygiene, Cleaning, pbx, printers, etc) & Solicit support services where needed
• Cleaning Management – Office cleaning and Cleaners coordination
• PBX Management – ongoing maintenance and cost control 
• Budget & Cost Control & budgeting purpose info
• Input and retrieve information from the BIS (SAP)

Travel Management:

• Flight Bookings – flight bookings locally & international for all the Maputo office related employees and assist other business with flight bookings when required and needed
• Accommodation – locally & international for all the Maputo office related employees and all other Business when required and needed
• Car Hire – locally & international for all the Maputo office related employees and all other Business when required and needed
• P2P Transfer – in JNB for all the Maputo office related employees

Transport Coordination & Management:

• Drivers Coordination & Management – managing the drivers
• Daily Transfer Management – schedule, distribute and allocate the daily work / transfer for the drivers
• Vehicle Maintenance – ensure vehicle maintenance plan & ensure Ensure Vehicle good condition for transfers
• Fuel – ensure all the vehicles are filled with fuel and cost control
• Vehicle Wash – ensure vehicle cleaning
• Coordinate parking area & pool vehicles.
• Vehicle & Transport Management & Coordination - Ensure vehicle condition and drivers behavior while driving
• Assist on Accommodation and transport bookings and arrangements

Telephone & Cellphone Management:

• Land lines – PBX control and management
• Cellular phone providers – liaise directly with suppliers for service required for all Business in-Country
• Coordinate the cellular phone applications, renewals, upgrade and cancellations – liaise directly with the different service providers for all the new lines as per different Bu’s requirements

Office Safety Representative:

• Responsible for safety within the office
• Appoint, indicate & assist Safety Team of the month  
• Coordinate, arrange & assist with the Safety Topic of the Month
• Coordinate & arrange safety trainings, meetings & presentations when necessary
• Safety Management - safety monthly report and stats for EXCO

Process efficiency

• Plays a key role in the implementation and execution of solutions within agreed work plans and timelines.
• Regularly reviews work against compliance and required objectives and standards.
• Directs employees with the correct route to take with more complex HR issues.
• Develop Admin Procedures
• Admin Support – Ensure good feedback from internal and external Customers & assist them with all their needs
• Foster sustained good relationship will all members of the office and all other relevant stakeholders
• Contribute actively to the harmonious running of the office

Change Agent

• Assists in implementing clearly defined change management processes and projects.
• Utilizes necessary material to support line management and employees in following change processes

Leadership and Growth Results

• Supports and articulates vision and values and goals aligned to business direction.
• Continuously seeks to improve personal mastery, professional and business growth (ensuring technical / professional development in specialist area).
• Provide leadership to Direct and indirect reports

Customer and Relationship Results

• Marketing and communication
• Is able to communicate and market the relevant Office Management service offerings.
• Customer relations     
• Correctly identifies customer needs and challenges.
• Is responsive to customer queries, needs and challenges.   
• Keeps customers informed of progress on Office Management queries.    
• Builds effective relationships with own team and networks. 
• Pro-actively engages with employees through informal interaction, information sharing and providing general advice.           
• Build customer relationships in order to understand their needs.      
• Develop and maintain effective working relationships with managers and peers.
• Manage the office, make sure that clients are satisfied with all their daily needs
• Contribute actively to the harmonious running of the office

Functional Compentencies

• Office Buildings
• Office Confidentiality and Security of Information
• Office Event Administration
• Office Communication
• Office Administration
• Office SHE Induction
• Office Housekeeping
• Office Equipment